HomeMy WebLinkAboutLibrary Board-Agenda Packets-4/11/2005
PUBLIC NOTICE
COLLEYVILLE PUBLIC LIBRARY BOARD
AGENDA
APRIL 11, 2005
7:00 P.M.
COLLEYVILLE PUBLIC LIBRARY
110 MAIN STREET
I. Call to Order
II. Approval of March 14, 2005 Minutes
III. Librarian's Report
A. Monthly Statistics
B. Donations
C. Programs
1. Spring 2005 Story Time Survey Results
IV. Policy review and discussion
A. Patron Use Policy
V. Review and discussion of City of Colleyville FY 2006 Budget Schedule
VI. Bylaws Review
A. Colleyville Public Library Board
VII. Library Long Range Planning Process Update
VIII. Friends of the Colleyville Public Library Report
IX. Colleyville Public Library Foundation Report
X. Suggested Items for Future Meetings
XI. Citizen Comments*
XII. Adjournment
*(This time is allocated for citizens to informally address the Board on matters on the agenda that require
no formal action. Each presentation will be limited to a maximum of five (5) minutes. Board members
may not respond to citizens who speak regarding matters not on the agenda.)
I certify that this notice was posted on the bulletin boards at City Hall on Thursday, April 7, 2005,
at 5:00 p.m.
'1~c~ ~ ._~
Mary E. Rodne
Library Director
COLLEYVILLE PUBLIC LIBRARY
BOARD MINUTES
March 14, 2005
I. CALL TO ORDER - Vice Chair Nancy Eytcheson called the meeting of the
Colleyville Public Library Board to order at 7: 04 p.m.
ROLL CALL - Members present: Pat Jones, Karen Birkes, Nancy Eytcheson,
Susan Potter, Richard Roxburgh and Carol Wollin
Members Absent: Bonnie Carroll
Alternates present: Dennis Healy and Angie Guthrie-Madison
Ex-Officio Members Present: Ginny Tigue and Susan Taylor
Ex-Officio Members absent: Mayor Joe Hocutt, Dr. Larry Darlage, Ret
Stansburger, Steve Banta and John Eubanks
Council Liaison Absent: Jon Ayers
Staff present: Mary Rodne
II. Approval of February 14, 2005 Minutes - A motion was made by Carol
Wollin and seconded by Karen Birkes to approve the February 14, 2005
minutes. Motion approved unanimously.
III. LIBRARIAN'S REPORT
a. Monthly Statistics
Library Director Rodne distributed Colleyville Public Library February 2005
Usage Statistics, for review and discussion. Patrons had checked out a
total of 9,165 items, 203 Colleyville residents registered for Library cards,
library patron visits totaled 5,709, attendance for programs totaled 453 and
volunteer hours totaled 223.30.
b. Donations
Director Rodne reported that the Library had received donations in the
amount of $2,000 from the Friends of the Library. Also, the Library had
received $3,765 in Lone Star Library Grant funds.
c. Programs
Director Rodne reported that the current session of Youth Services
programs was going well and that the Library staff was continuing to plan
for the 2005 Summer Reading Program, themed Superheroes, Powered
By Books, which is scheduled to start June 6th and end on July 23rd.
IV. Policy Review
A. Interlibrary Loan Policy
V. Library Director Mary Rodne presented an overview of the proposed
Interlibrary Loan Policy. A motion was made by Susan Potter and seconded
by Carol Wollin to approve the Interlibrary Loan Policy as written. Motion
approved unanimously.
Chair Pat Jones entered the meeting at 7:12 p.m.
VI. BYLAWS REVIEW
Chair Pat Jones presented the Colleyville Library Board Bylaws for review
and discussion. Clarification of the annual meeting time was requested.
VII. LIBRARY LONG RANGE PLANNING PROCESS UPDATE
Director Rodne reported that she had submitted an overview of the Library
Long Range Planning process to the City Manager's Office.
VIII. FRIENDS OF THE COLLEYVILLE PUBLIC LIBRARY REPORT
President Susan Taylor gave an update of the Friends of the Library
activities. She invited everyone to the 5th annual Millionaire event scheduled
on April 8, 2005, at the Colleyville Center. Taylor also reported that the
Friends had held a meeting on March 1st at 7:30 in the Library meeting room.
The featured speaker was June Naylor, author and writer for the Star-
Telegram. She noted that the program had been well received and that the
Friends had donated three books written by the author to the Library.
IX. COLLEYVILLE PUBLIC LIBRARY FOUNDATION REPORT
President Ginny Tigue reported that the Library Foundation had presented a
$40,000 check to the Colleyville Public Library and that the Foundation had
$80,000 in a savings account allocated for the expansion to the upper level.
Tigue noted that the Foundation would be meeting in March to discuss
fundraisers for the upcoming year.
X. SUGGESTED ITEMS FOR FUTURE MEETINGS
It was suggested that discussion of the impact of the Bedford Public Library
closing or reducing hours be placed on the next agenda.
XI. CITIZEN COMMENTS
None
XII. ADJOURN: A motion was made by Karen Birkes and seconded by Susan
Potter to adjourn the meeting. Motion approved. The meeting of the
Colleyville Public Library Board was adjourned at 7:35 p.m.
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COLLEYVILLE PUBLIC LIBRARY
VOLUNTEER HOURS
FISCAL YEAR 2004/2005
MONTH VOLUNTEERS VOLUNTEENS NCL SCHOOL TEEN COURT TOTAL
October 148.25 44.50 0.00 16.10 67.33 276.18
November 240.95 35.00 4.00 16.00 12.50 308.45
December 128.75 12.00 0.00 4.50 26.00 171.25
Janua 162.25 0.00 0.00 19.50 50.95 232.70
Februa 146.25 2.00 0.00 29.25 46.05 223.55
March 145.25 0.00 0.00 24.00 25.00 194.25
April 0.00 0.00 0.00 0.00 0.00 0.00
Ma 0.00 0.00 0.00 0.00 0.00 0.00
June 0.00 0.00 0.00 0.00 0.00 0.00
Jul 0.00 0.00 0.00 0.00 0.00 0.00
Au ust 0.00 0.00 0.00 0.00 0.00 0.00
September 0.00 0.00 0.00 0.00 0.00 0.00
FY Total 971.70 93.50 4.00 109.35 227.83 1,130.20
Colleyville
Public Library
March 2005 Website Statistics
Page Hit Counts
Home: [Q:
New York Times Bestsellers: ~
Oprah's Book Club: [1!
Independent Booksellers List: ~
Newbery Medal Winners: ~
Caldecott Medal Winners: ~
Pulitzer Prize: [1!
Agatha Awards: ~
Anthony Awards: [E:
Rebecca Caudill Awards: ~
British Crime Writers' Assoc.: ~
Edgar Awards: [E:
World Fantasy Awards: ~
Hugo Awards: ~
National Book Critics Circle: [E:
RITA Awards: ~
Spur Awards: [E:
Bram Stoker Awards: ~
ALA Best Books for Young Adults: Di
ALA Notable Books for Children: ~
Horn Book Picture Book Awards: ~
National Science Teachers Association: [1!
Scientific America Young Readers Book Awards: [II
Calendar: 1227
Ready Reference: 1140
Directory: 1176
About: ~
~~~~il
Cache created: 3/28/2005 12:20:54 PM
HotTitles updated: 7/18/2002 2:36:17 PM
MEMORANDUM
TO:
Colleyville Public Library Board
FROM:
Mary E. Rodne, Library Director
DATE:
April 7, 2005
SUBJECT:
Spring 2005 Story Time Survey Results
This week the twelve-week winter session of Youth Services programs ended.
During the session, 1,170 children and adults attended. Last week staff
conducted a Story Time survey to assist in planning for future programs. Staff
compiled the results, which are attached for your review. The next Story Time
session will start June 6, 2005 and will continue for six weeks during the Summer
Reading Program. During the next few weeks, staff members will be busy
planning the upcoming Summer Reading Program.
II
Spring 2005 Story Time Survey Results
II
1. How old is your child? 31 people responded
15 months - 6 years old
2. Approximately how many story times did you attend?
19 circled ALL
10 circled HALF
o circled ONE
2 did not respond
3. What did you like best about the program?
Great storyteller-very age appropriate
It was more than stories. I liked the singing and dancing. Thought apron, glove and felt
board were neat too.
The quick changes to keep their interest.
Time frame is great. Stories/songs= age appropriate. Activities fun! (2 similar
comments)
Singing/Dancing
All of it- teacher is great! (2 similar comments)
All of it-the dancing, singing and reading of several stories-my daughter also likes the
"art project" at the end. (2 similar comments)
It is developmentally appropriate- lots of getting up and down-my child loves it!
All the different rhymes. Good pick in stories.
Good books, good songs, parachute!!
I've attended various story hours between all of my children and this is the most
wonderful story hour ever!@ Mrs. Hassell is a gifted storyteller and educator. She
entertains, educates and instills a love for reading. She also lets the kids move! (The
movement activities are so helpful)
Everything was fantastic! I liked the structure.
The entire program was very well presented each week.
Multiple activitiesJ Your enthusiasm
Melissa- well organized, variety, keeps the kids attention- wow
Different medias for stories-love the apron & DVD's and the breakup with different
activities.
I like the variety of your program. My daughter loves the Ms. Mouse game. The music,
books, video, dancing, parachute, the craft it's a wonderful program. Keep up the good
work.
The teacher is just wonderful -- Great presentations, age appropriate activities, variety
and enthusiasm for reading books and children. The children do not lose interest.
(8 similar comments)
The pace of it was just right for the age group- Melissa is so generous of her time and
talent with the children.
Everything the teacher is very good she loves the kids and it shows!
4. What did you like least about the program?
Would be nice if it was a tad bit longer- like 10 minutes longer
Nothing it was great! (5 similar comments)
Need more repetition of songs for this age group
I can't think of one thing I would change or improve @
Time started (2 similar comments)
Upgrade coffee bar@
We loved everything.
It needs to be continuous. I don't understand why there are six weeks where no class is
held.
We think that the program was great!
5. Did it meet your expectations?
29 circled YES
1 circled YES and NO
6. Have you used any of the ideas presented at home?
28 circled YES
2 circled NO
1 did not circle either
7. Did you think the materials were suitable for the age range?
31 circled YES
8. Was the time relatively convenient?
30 circled YES
1 circled NO
9. If offered again, would you attend this class?
30 circled YES
1 did not respond
10. Would you be interested in afternoon story times?
11 circled YES
16 circled NO
3 did not respond
1 wrote maybe
11. Other suggestions or comments.
Melissa & Allison- you were both wonderful! I am very impressed with the story time.
As a former teacher and mother of two, I feel your program is top-notch.
Thanks for calling the children by name.
Have a list of books available so we can check them out.
Thank you so much! We have enjoyed coming. We think you're doing a marvelous job.
Love it! Thank you for offering it!
Great job Ms. Melissa & Thank you!! We look forward to our library time every week!
Please make the newborn class available next fall: Thanks!
Just many, many thanks. It is wonderful to come to story hour and know that my girls are
not only enjoying a delightful outing, but that they are also developing skills and learning
to love books and the library. We are so appreciative of the great opportunity afforded
through this outstanding program!
Melissa, you are such a terrific teacher. The kids really respond to you and respect you.
. .
Story telling is a wonderful talent- I wish for my 1 sl grader and soon to be kindergartener
enjoy this talent- Melissa is a wonderful asset to the CPL.
Love the program! What a treat for us all!
How do we sign up for summer programs? Is there a sign up date?
We really enjoyed the program. Thank you so much it was too much fun! See you next
time.
Wonderful job, Melissa!
I simply love your library and the people who work here are wonderful.
Please create a class for kindergarten children for the ones moving on-afternoon
preferably.
Leave as is!!
MEMORANDUM
TO:
Colleyville Public Library Board
FROM:
Mary E. Rodne, Library Director
DATE:
April 7, 2005
SUBJECT:
Colleyville Public Library Patron Use Policy
For the past several months, staff has been monitoring the Bedford Library
situation, along with other area libraries. Initially, it was reported that the
Bedford Library might be closed due to budget cuts. Later, it was reported that
the Library would be kept open, but with reduced hours, approximately 20 per
week. On March 29, 2005, the Bedford City Council voted to close the Library.
On Wednesday, March 30, the Library closed its doors to the public. This
immediately impacted area libraries. Thursday, March 31, our Library was
notified that the Euless Public Library had suspended all service to Bedford
patrons. As a result, our Library started to receive calls from Bedford residents
asking if they could use the Colleyville Library. Staff immediately advised City
Manager, Bill Lindley of the situation, and he issued an administrative directive,
which was forwarded to you on March 31. Today, we received a letter from
Bedford, which informed us that the library is closed for an indefinite time.
In light of all that has transpired in the past several days, staff recommends that
the Library Board review the current non-resident patron use policy at the April
11, 2005, Library Board meeting. Currently, we have three types of registered
non-resident patrons which are as follows: TexShare Participating Home
Library non-residents, Non-TexShare Participating Home Library non-
residents and non-residents not served by a home library. Bedford residents
now would be classified as the third type. Until the Bedford Library closed, we
only had three registered patrons that were not served by a home Library. With
Bedford closing, we have an additional 82 registered patrons without a home
Library. Staff recommends that the Library Board should first focus on the
current non-resident policy that addresses library service to non-residents not
served by a home library. Currently, the Library serves all non-residents of
Texas, without a charge, which is encouraged by the Texas State Library.
Since we are now participating at a Level" in the Lone Star Library program, the
Library can charge non-resident fees to residents not served by a library and
residents served by a library that does not participate in the StateTexShare
program. For your information, staff has attached TexShare and Loan Star
Library program facts.
The Library Board has several options to consider, which include:
~ Not providing Library service to any non-resident not served by a
home library
~ Serving non-residents without a home library and charging a flat fee
comparable to area libraries such as Grapevine and Keller, who both
charge a flat fee of $25.00
~ Serving non-residents without a home library and charging a fee
based on a formula. Following is an example of a formula used by
some libraries:
City total operating expenditures per capita, divided by population served,
multiplied by city average household size = the resident fee.
For example, using this formula for the City of Keller, the non-resident fee
would be as follows:
City of Keller 2003 total operating expenditures per capita, $883, 690,
divided by population served, 32, 921, = $26.84 per capita, multiplied by
City of Keller average household size, 3.05, = a non-resident fee of
$81.62.
For the City of Colleyville, the fee would be as follows:
City of Colleyville 2003 total operating expenditures per capita, $472, 247,
divided by population served, 21, 085, = $22.40 per capita, multiplied by
City of Colleyville average household size, 3, = a non-resident fee of
$67.20. Library statistics for 2003 were used as the Library 2004 statistics
have not yet been published.
~ Serving non-residents without a home library, charging a fee and
limiting checkout of items
~ Serving non-residents without a home library and limiting checkout
of items
For your information, staff has prepared a Non-Resident Information Sheet for
Area Libraries. (See attached) However, several of these area cities may
change their policies due to the Bedford situation.
Please review the attached information, so we can discuss this policy at the
meeting. For your information, staff has provided the attachments listed below.
Attachments:
Current Library Patron Use Policy
March 31,2005, e-mail from Bill Lindley
Bedford Public Library Closure Letter
Non-Resident Information for Area Libraries
Lone Star Libraries Administrative Rules
Lone Star Libraries Frequently Asked Questions
TexShare Card Program Brochure
CQen~
TexaS
CO LLEYVILLE
PUBLIC LIBRARY
o GENERALSTATEMENT
It is a goal of the Colleyville Public Library to provide access to print and non-
print material to satisfy the diverse informational, educational and recreational
interests of the residents of the City of Colleyville. To insure the greatest degree
of access to the greatest number of the library's registered borrowers (and others
who may use the library's collection and resources as a condition of the library's
participation in cooperative regional and state library networks), while providing
the greatest degree of control over the library's resources, these rules and
policies for the use of the library's collections and resources are established.
o STATEMENT OF PURPOSE
The purpose of this policy is to provide consistent guidance for the Colleyville
Public Library staff in patron use of the Library.
o ACCESS TO RECORDS
· CONFIDENTIALITY
It is the policy of the library, regarding circulation of books and other materials to
individual borrowers, to respect the confidential nature of the library user's
identification with specific materials, and his right to privacy.
Records of this library, which identify or serve to identify a person who requests,
obtains, or uses library materials or services are confidential and are considered
exempted from required disclosure under the Texas Open Records Act. No such
record will be given out without a court order and approval of the City Attorney.
The Colleyville Public Library does not make available lists of registered library
patrons except in compliance with the law.
· PATRON'S OWN RECORDS
A patron's library account is private. A patron must grant written permission
before other individuals may examine his or her records. Access to a patron's
own records may be obtained by telephone or online if the patron supplies his or
her library card number and can verify his or her identity by providing information
that is consistent with information in the library's database. Patrons who wish to
Patron Use Policy
October 2003
Page 1 of5
check out library material but have forgotten their library cards may ask staff to
charge items to their cards and staff will comply if time allows staff to verify
patrons' identities.
· MINORS
The records of material checked out by minors are also protected by
confidentiality laws; however, parents or guardians are responsible by signed
agreement with the library for materials checked out by minors in their care. By
execution of the Library card application, a minor appoints a parent or legal
guardian as their authorized representative to receive information concerning the
use of their Library card.
· CONFIDENTIALITY WAIVER
The Library will consider that a patron has given consent to waive confidentiality
and will release an item on hold if the patron provides his or her library card or
the Library's notice of the availability of the item on hold to a person who staff can
identify as a family member.
o REGISTRATION OF BORROWERS
· RESIDENTS
The Colleyville Public Library is a tax-supported public library. This means
that people residing within the jurisdictional boundaries of the City of
Colleyville pay City property taxes, which in part support the library. Those
people who live within the jurisdictional boundaries of the City of Colleyville
need pay no additional fee to be eligible to receive their first library card.
Library cards are valid for three years and are nontransferable. The card may
be renewed without additional fees, provided the library cardholder continues
to reside within the jurisdictional boundaries of the City of Colleyville, has the
expired card and is a patron in good standing. There is a fee to replace
damaged, destroyed, lost, or stolen library cards.
Adults wishing to register for a borrower's card, renew an expired borrower's
card or replace a lost, stolen, damaged, or destroyed borrower's card at the
Colleyville Public Library must complete and sign an application card and
provide photo identification, which bears their current name and address. If
the photo identification does not have a current address, one piece must be
supplied from the residency list. Acceptable proofs of identification and
residence are listed below. P.O. Box addresses are not acceptable.
Patron Use Policy
October 2003
Page 2 of 5
IDENTIFICA TION LIST RESIDENCY LIST
Drivers License Current Utility Bill (i.e. Telephone, Gas, Electric,
State Identification Card Water or Cable)
Student Identification Card Current Bank Statement
Workplace Identification Card Current Instructional Driver's Permit
Military Identification Card Current Real Estate Tax Bill
Passport
· MINORS
Youth, under the age of eighteen, must be accompanied by a parent or guardian
when applying for a library card. The parent or guardian must supply acceptable
adult identification as described above and sign the statement of responsibility for
the library card at the time the library card is issued.
· HOMEBOUND
Colleyville residents who are permanently or temporarily disabled are entitled to
monthly delivery of library materials. This service is also available to seniors
without transportation. Patrons must have a valid Colleyville Public Library card.
This service is available through the Adult Services Department.
· NON-RESIDENTS
The Colleyville Public Library participates in the Texas State Library Lone Star
Libraries Program at the highest level and charges no non-resident fee. All
residents of Texas may use the Colleyville Public Library free of charge upon
completion of the application process established for residents. Individuals
residing outside the jurisdictional boundaries of the City of Colleyville, but within
the boundaries of another public library, may borrow materials from the
Colleyville Public Library upon presentation of a valid public library card issued
by any other public library. At the time of first usage, a non-resident borrower
must complete a Colleyville Public Library registration form. Borrowing privileges
will be valid for one year. The patron must be in good standing at their home
library.
Individuals residing outside the jurisdictional boundaries of the City of Colleyville
and the boundaries of another public library will be issued a Colleyville Public
Library non-resident card. Non-resident cards are valid for one year. The card
may be renewed according to the same guidelines established for residents.
Patron Use Policy
October 2003
Page3 of 5
o TEXSHARE CARD PROGRAM
The library participates in the Texas State Library TexShare Card program. The
TexShare card program is a reciprocal borrowing program. It is designed to
allow the registered users of participating institutions to directly borrow materials
from the libraries of other participating institutions.
· RESIDENTS
The Library will issue a TexShare card with a one year expiration date to a
Colleyville Public Library Cardholder who has had a card for six (6) months or
longer, is in good standing at the Colleyville Public Library, and is 18 years of age
or older. Cards may be renewed with proper identification if the cardholder is in
good standing.
· NON-RESIDENTS
TexShare borrowers from other libraries are eligible for privileges upon
presentation of a valid TexShare card issued to them by their home library and a
current valid photo 10 with proof of current address. TexShare borrowers will be
asked to fill out a Colleyville Public Library card application to be entered in the
Colleyville Public Library System as a TexShare borrower.
o PATRON'S CHANGE OF ADDRESS
All registered patrons of the Colleyville Public Library, whether Colleyville
residents or registered non-resident borrowers, are required to inform the
Colleyville Public Library of any change of address. If any time mail sent to a
patron by the library is returned, or if the library learns by other means that the
address on file is no longer accurate, the patron's library card will automatically
be blocked. The patron will need to re-register.
o LOST, STOLEN AND DAMAGED CARDS
If a library card is lost or stolen, a patron is responsible for all materials borrowed
on the card until they have notified the Circulation Department. The patron will
be required to re-register and pay a replacement fee. A replacement fee will be
charged for a library card that must be reissued because it has been damaged
and cannot be read by the library scanner.
o OWNERSHIP OF LIBRARY CARD
All cards issued by the Colleyville Public Library remain the property of the
Library and may be repossessed by the library for violation of library rules or
other instances determined by the library's administration.
Patron Use Policy
October 2003
Page 4 of 5
o APPEALS
Anyone who believes that he/she has been unfairly denied a library card may
appeal to the Library Director.
o REVISIONS
The staff and Library Board of the Colleyville Public Library will review the Patron
Use Policy periodically, and reserve the right to recommend changes at any time.
Patron Use Policy
October 2003
Page 5 of5
Page 1 of2
Mary Rodne
From: Mary Rodne
Sent: Thursday, March 31, 2005 1:15 PM
To: 'patdjones@comcast.net'; 'kbirkes@sbcglobal.net'; 'neytch@msn.com'; 'spotter31@sbcglobal.net';
'reroxburgh@msn.com'; 'bonn iecarroll@prodigy.net'; 'cwolli n@aol.com';
'dennis. healy@sbcglobal.net'; 'ang ie. mad ison@comcast.net'; 'darlage@juno.com';
'joh nteubanks@aol.com'; 'ret@colleyvillechanber.org'; 'gtigue@hotmail.com';
'susantaylor@swbell.net'
Subject: FW: Bedford budget adjustments
From: Paul Frederiksen
Sent: Thursday, March 31, 2005 12:38 PM
To: Mary Rodne
Subject: FW: Bedford budget adjustments
Mary:
Please forward the following e-mail ASAP to your library board. Thanks.
Paul E. Frederiksen
Assistant City Manager
City of Colleyville
100 Main Street
Colleyville, Texas 76034
(817) 503-1115
frederiksenp@ci.colleyville.tx.us
From: William Lindley
Sent: Thursday, March 31, 2005 12:25 PM
To: Tom Hart; jhocutt@home.com; Joe Hocutt; Mark Skinner (rmarkskinner@comcast.net); Shannon Meglasson;
Cynthia Singleton; Elaine Dolan; Joe Hocutt; Jon Ayers; Mark Skinner; Paul Frederiksen; Rich Hendler; Rich
Hendler
Cc: johnstonm@firehouse1.com; Tommy Ingram
Subject: Bedford budget adjustments
Mayor and City Council,
I previously commented to the City Council that we would be monitoring Bedford budget
reductions in light of current programs and contracts. The focus and attention would be to
I discussed earlier with the Bedford City Manager of my plans to issue an administrative policy
effective today that we will not be issuing, for an indefinite period, library cards for non
resident's use of the Colleyville Public Library. We currently have 82 Bedford Public Library
card holders registered with our library. The Bedford City Council's decision to immediately
close their library leaves Colleyville residents with no reciprocal borrowing ability of materials
with the Bedford Library. With the closure of their public library, we also have no ability to
collect for materials that are not returned by Bedford users. The 82 Bedford residents were
417/2005
Page 2 of2
registered with our library based on a presentation of a Bedford library card.
Aside from the Bedford users, we do have four citizens of other cities who do not have a public
library, that hold an actual non resident Colleyville Public Library card. With my administrative
policy, effective today, we will not issue any further non resident cards. This is to protect our
Library from having a "run on" by Bedford residents attempting to obtain an actual non resident
library card. We will though continue to honor the holders of these four non resident cards use
of our library. The continuance of these individuals use of our library will be subject to
modification following policy discussion by the Library Board and City Council. Staff will be
researching and formulating a draft policy in the coming weeks for the Library Boards
consideration. We do have other public libraries in the region whose library card holders use
our Library. Again, this group of users is registered with an active and open public library and
part of the Texas Library System (TLS).
I discussed with the Bedford City Manager that we may consider a non resident user fee and
or a fee based Interlocal Agreement for Bedford, to make an annual payment for the use of our
library. Either option will require financial analysis and policy discussion by the Colleyville
Library Board and City Council. Staff has scheduled an agenda item with the Colleyville
Library Board to review our current library policy for non residents for any possible
modifications.
In addition to the use of the Colleyville Public Library, I discussed with the City Manger their
planned reduction in operating hours of their Animal Shelter. The two cities have a contract for
use by us which just recently renewed. I have asked the Police Chief to visit with the
corresponding Bedford staff to review the appropriate reduction in payments Colleyville makes
based on the reduced hours of service. The Chief is also in discussions with both Euless and
Hurst on our contracting for animal shelter services. Staff with the other two cities has
indicated a willingness to extend services on the same fee basis. Hurst though indicated they
would provide it for only one year while Euless indicated they would be willing to discuss a
multi-year arrangement.
Currently there does not appear to be any service level impacts to the BRAC from the Bedford
budget adjustments. The Fire Chief has and will continue to monitor possible reductions of
service level.
Thanks,
Bill
4/7/2005
Bedford Public Library
1805 L. Don Dodson Drive
Bedford, Texas 76021
(817) 952-2342
FAX (817) 952-2396
Colleyville Public Library
Mary Rodne, Library Director
110 Main Steet
Colleyville TX 76034
Bedford Public Library (TX) closed as of Thursday, March 31, 2005.
Due to the indefinite closure of our library, we are no longer active in the TexShare Library Card
Program. Please be advised that as of April!, 2005, no TexShare Card with the Bedford Public
Library identified as the home library should be accepted by other TexShare Card libraries.
The appropriate agencies in the TexShare Card Program are being notified. The information on
the Lending Policies Page will be updated as soon as possible.
Please contact me if you have any questions.
/tkl}~ ~&-l~
Barbara Johnson j
Library Operations Manager
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Loan Star Libraries - Texas State Library
Page 1 of 5
Services to Librarians> Funding
19AN STAR @RARIES
)-I orne
Administrative Rules
el~n of Action Form
Performance Report
f.f:lrformanc_e Report Tips
FinanciaLS.tatu$_ Report
Otb~r_ Pr_Qgram_form~
Date~ and Deadlines
Awards
Loal] Star Promotion
FA~
CgntaclUs
, ~, Get
AdlIIIe
Administrative Rules
* Preamble.
*' ~2.160 Goals and Purposes
* ~2.161Definitions
* ~2.162 Eligible Applica.nts
.. ~2.163t=ligibl~ Exp~nse$
* !2.,164 Fynding Formula
~165 Application Review.and Awarding Process
Loan Star Libraries Administrative Rules
13 T AC 2.160 - 2.165
Title 13 Cultural Resources
Part 1 Texas State Library and Archives Commission
Chapter 2 General Policies and Procedures
Subchapter Grant Policies
Division 6 Loan Star Libraries Grants, Guidelines for Public Libraries
Preamble
The Texas State Library and Archives Commission adopted rules,
~92.160-2.165. These sections establish the guidelines for the
administration of a grant program for Texas public libraries, Loan Star
Libraries Grants, whose general purpose is to assist local
governments to improve their library services. These sections set
forth the general terms, conditions, criteria, and funding formula for
awarding these grants. Grants will aid local communities to maintain,
improve, and enhance local library services, and will provide Texans
who are not residents of a particular local community access to and
services from the many participating public libraries.
This rule is adopted under the authority of Government Code
9441.0091, concerning the Grant Program for Local Libraries, that
provides the Commission authority to provide for grants to meet
specific information needs of residents and specific needs of local
http://www.tsl.state.tx.us/ld/funding/loanstar/ adminrules.html
3/31/2005
Loan Star Libraries - Texas State Library
Page 2 of5
libraries, and to adopt by rule the guidelines for awarding grants.
return to top
~2.160 Goals and Purposes
This grant program provides direct grants-in-aid to public libraries that
are members of the Texas Library System for the following purpose:
to provide an incentive for local communities to extend public library
services without charge to those residing outside each library's local
legal service area in order to improve library services statewide and
improve access to public library resources and services for all
Texans.
~2.161 Definitions
(a) "Public library service without charge" has the
relevant meaning defined in 91.72(a) of this part.
(b) "Non-resident" means any adult or child who does
not already live in the public library's local legal service
area and who can provide satisfactory proof of Texas
residency.
(c) "In accordance with the same policies and
procedures the library has adopted for its local resident
customers" means the library shall provide the same
library services and may impose the same restrictions
on non-resident customers as it does for those
customers who live locally.
~2.162 Eligible Applicants
(a) Public libraries and local public library systems,
through their governing authority (city, county, or
corporation) are eligible to apply for grants. To receive a
grant, applicants must be members of the Texas Library
System for the fiscal year the grant contracts are issued.
(b) To be eligible for a full grant, the governing authority
of a public library must certify that it will provide public
library service without charge to non-residents in
accordance with the same policies and procedures the
library has adopted for its local resident customers.
~turn to top
~2.163 Eligible Expenses
(a) This grant program will fund public library operating
http://www.tsl.state.tx.us/ld/funding/loanstar/ adminrules.html
3/31/2005
Loan Star Libraries - Texas State Library
expenditures such as salary, supplies, library materials,
equipment, contractual services, and minor renovations.
To be eligible, grant expenses must be reasonable and
in accordance with appropriate state or local operating
policies and procedures. Further, all grant expenses
must be designed to maintain, improve, expand, or
enhance the resources or services of the public library.
(b) This grant will not fund the following:
(1) Capital expenditures related to the
purchase of real property, buildings, or
motor vehicles.
(2) Capital expenditures related to the
construction or expansion of library
facilities.
(3) Capital expenditures related to major
renovation costs (projects exceeding
$250,000).
(4) Other expenditures not allowed by the
Uniform Grant and Contract Management
Act (Government Code Chapter 783).
~2.164 Funding Formula
(a) The State Library will annually set and allocate a
total amount of appropriated funding to be awarded by
this grant program.
(b) Loan Star Libraries grants will be awarded according
to the following formula:
(1) Base Grant. One-quarter (25%) of the
total funds allocated for Loan Star
Libraries Grants constitutes a base award
and will be divided equally among those
libraries eligible for the program that either:
(A) provide library services to
non-residents without
charge, or
(B) participate in the
TexShare Library
Consortium card program.
(2) Matching Grant. Three-quarters (75%)
of the total funds allocated for Loan Star
Libraries Grants constitutes a matching
award and will be awarded to eligible
http://www.tsl.state.tx.us/ld/funding/loanstar/ adminrules.html
Page 3 of 5
3/31/2005
Loan Star Libraries - Texas State Library
Page 4 of5
libraries as a percentage match on their
total local operating expenditures (as
reported in the most recently collected
report, as required by 91.85 of this part)
minus any indirect costs (as reported in
the most recent state collected public
library annual report) as follows:
(A) Libraries that provide
library services to non-
residents without charge will
be allocated 100% of their
eligible match.
(8) Libraries that do not
provide library services to
non-residents without
charge, but participate in the
TexShare card program will
be allocated 85% of their
eligible match.
(C) Libraries that do not
provide library services to
non-residents without
charge, and do not
participate in the TexShare
card program will be
allocated 75% of their eligible
match.
(D) The funds in this
matching category not
allocated to the libraries
receiving only 75% or 85% of
their match are added to the
amount allocated to libraries
receiving 100% of their
match, and are distributed
among these libraries based
on their share of the total
local operating expenditures.
returntC:LtQR
~2.165 Application Review and Awarding Process
(a) Eligible libraries must submit the following
documentation as part of the review and award process:
(1) Status form - this form is submitted
annually by a deadline to be determined
each year, to indicate whether a library will
change its status for the following fiscal
year regarding services to non-residents or
participation in the TexShare card
program.
http://www.tsl.state.tx.us/ld/funding/loanstar/ adminrules.html
3/31/2005
Loan Star Libraries - Texas State Library
Page 5 of 5
(2) Assurance of Compliance form - this
form certifies that a public library provides
services to non-residents without charge; it
is submitted once, generally upon removal
of non-resident fees, and remains valid
until revoked in writing by the local
governing authority.
(3) Plan of Action form - this form is
submitted annually by a deadline to be
determined each year, to detail the
library's plans for spending the grant
funds; this plan will be incorporated into
the grant award contract.
(b) Errors in the calculation of an award to an individual
library will be corrected in the following fiscal year by
adjusting the award to that library by a comparable
amount.
(c) If a library has certified that it provides service to
non-residents without charge or it has elected to
participate in the TexShare card program, the library
must maintain these services for the duration of the
contract that it received.
(d) Willful falsification of documents or reports, as
determined by the Commission, shall cause the library
to be disqualified for not less than one year in the first
occurrence and disqualified for not less than three years
in the second occurrence.
(e) Funds will not be awarded to a library until all
requirements for all preceding contracts have been
fulfilled.
returnJo top
~
B -vlJ" ~
.. poliCies &
co nta ct site Index disclaimers
SITE NA VIGA TION TEXT LINKS
Agency Info I General Interest I Librarians I Govt Agencies I Catalogs & Searches
Our Publications I News I TRAIL I Texas State Library Home Page
Contact Us I Site Index I Policies & Disclaimers I Webmaster
This page updated 03/02/2005
http://www.tsl.state.tx.us/ld/funding/loanstar/ adminrules.html
3/31/2005
Loan Star Libraries - Texas State Library
Page 1 of7
Services to Librarians> Funding
19AN STAR @RARIES
HQm~
AdministrativEt Rules
eJ~n of .Action Form
f'Etrf9rm~nctLRepo.rt
PEtrformil~_~ Report Tips
Fi na nc;j.aLStatU!~Report
Qther Program F9rm~
Dates and DeadlineJi.
Award.li
Loan Star Promotion
F~_Q$
CQOtacLUs
,...1 Get
Adobl!
Frequently Asked Questions
General FAQs
.. What is Lo~n Star Libraries?
.. Why is Loan_ Star LibrariesJmportant?
.. Why is _Loan Star librarieS neQ.ded Ln__Texas?
.. Will my library be eligible for funds from Loan Star
Libraries?
.. HQw will the money be dividEtd?
.. How much money will my library receive?
.. Willmy library still be able to chargenoll:r~side!1t fees.1
How many Texas Public Libraries hav~Ldropped Non-
Res.identFeesand/or joined the TEtx_Shal'~CarcLProgram
sinceJbe Lo.an Star Libr.an'-Program Began?
Whalwill.m~lib~_owitb its grant?
.. What does myJibrary have to go to l'~mairL~J1gible fQr
L.oan Star Libraries funding?
.. WilLmy city..QLcounty_be_able tQ redyce itsJundin...g
S..Yj2pQ.r:t of my library when my librID'}'l"~j;eivel'LLQcH1Star
Lib.rariesJundin.g1
.. Whatis the future_of L9anStar I.,jbrarleli.?
Additional Questions of Interest to Librarians
Wb.at dOeS "serving 110n-.residents''.meanin the,-oanStar
Libraries program?
.. What is the difference between droppjng nOr1-res.identJ~es
and the TexShare Card program?
TtLe grant formula seems complicated based on the
amountJ)f money a..J:lPtQpriated fOI'Jhe pr.ogram, Wh~is
that?
.. WhatcteadHlJes are associated withL.oan Star _Libl'arj~s1
'* l:!oWI]l..1!ch mo~did other Iibrarles..rgc;_eiye?
.. What 'sind of repo.rts willi have to submit. ang_ howoften.?
.. The grant my_libra!'Y.-is..1'eceiving is smaU...Howcan we belil
use the funds too show impact within thecOIT1I11Unity1
.. Who should I contact for additiODilinformJ!tion aboutthe
p'l'og ram1
General FAQs
http://www.tsl.state.tx.us/ld/funding/loanstar/faq .html 3/31/2005
Loan Star Libraries - Texas State Library
Page 2 of7
What is Loan Star Libraries?
Loan Star Libraries is a direct state aid program for Texas public
libraries. It is predicated on a partnership between the state of Texas
and local political jurisdictions intended to:
.. Improve public library services statewide
.. Ensure access to adequate public library resources and
services for all Texans
.. Provide an incentive to local communities to extend public
library services without charge to those residing outside each
public library's legal service area
Build the capacity of each public library to serve as the
information resource and lifelong learning center for their
community
.. Enhance the public library's ability to serve Texans in the
"Digital Divide"
.. Improve each public library's ability to provide access points to
e-government
The 77th Texas Legislature (2000) approved and funded Loan Star
Libraries for $2.9 million per year for the first two years, state fiscal
year 2001-2002.
r.~lIrn_ toJQJ2
Why is Loan Star Libraries important?
Loan Star Libraries will provide funds to strengthen public libraries
statewide. Money provided by Loan Star Libraries will improve and
expand library services in more than 500 Texas communities.
Perhaps more than any other public institution, libraries help fight the
inequity created by the digital divide, where those that have ready
access to information stand a better chance of success than those
who do not. Currently, libraries cannot fulfill this growing need
because they cannot afford to stay open enough hours each week to
meet public demand, nor to have enough qualified staff to offer
extensive public computer training and reference services. Texas
public libraries need help.
Public libraries reach people at all stages of life, engaging infants to
the elderly with specialized programs that enrich their lives and help
them meet their personal goals. Over time, the Loan Star Libraries
program will greatly expand each library's capacity to reach its
community.
return .tQ_tQp
Why is Loan Star Libraries needed in Texas?
Local communities are unable to provide the resources needed to
meet the increasing library needs of their citizens. Local communities
already provide almost 95% of library funding in Texas. As
populations grow and needs for technology access and training
increase, library budgets remain static. Particularly in rural and
impoverished areas, public libraries are in a funding crisis.
http://www.tsl.state.tx.us/ld/funding/loanstar/faq .html
3/31/2005
Loan Star Libraries - Texas State Library
Page 3 of7
While public library service is primarily a local responsibility, the state
has the responsibility to see that collections and services are
adequate to meet local needs where local resources are not sufficient
to achieve that adequacy. The state has a vested interest in
supporting increased networking and resource sharing among
libraries and to provide an incentive for local political jurisdictions to
eliminate barriers to access.
Libraries in Texas are increasingly being looked to for computer and
Internet access. Often, the library is the only outlet to explore the vast
resources technology can offer. The libraries in Texas cannot fulfill
this growing need without a continuous flow of resources: funding for
computers, information literacy training, and technical assistance.
The Texas State Library and Archives Commission requested $20
million to fund the first year of Loan Star Libraries. The 77th Texas
Legislature appropriated $2.9 million. While generally the grants for
this first biennium will not be large enough to add additional staff or
sponsor major programs, the Texas State Library and Archives
Commission, as well as the Texas library community, hopes to see
the program grow and receive more funding in future years. Even the
smallest grant can be used to improve the level of library services
within a community.
rE~turn to. tQp
Will my library be eligible for funds from Loan Star Libraries?
All legally established public libraries in Texas that meet the
Minimum Standards for Accreditation of Pl,JblicLibraries in th~
State Library System as set forth in the Library Systems Act are
eligible to receive some level of funding under the Loan Star Libraries
program.
How will the money be divided?
One-quarter of the funds appropriated for each year of the biennium
would be divided equally among the eligible public libraries. The
remaining three-quarters of the funds appropriated for each year of
the biennium would be distributed as a match on each local dollar
spent for the operation and maintenance of the public library.
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How much money will my library receive?
The amount of money a library receives each year is dependent on
the:
.. Loan Star Libraries appropriation
.. Number of eligible public libraries
*' Local expenditures for the operation and maintenance of the
library
*' Presence of non-resident fees or participation in TexShare
Card Program
Since the primary purpose of the program is to extend public library
resources to all Texans, program participants would receive
http://www.tsl.state.tx.us/ld/funding/loanstar/faq .html
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Loan Star Libraries - Texas State Library
Page 4 of7
incentives to encourage them to eliminate non-resident fees.
View the list of grantees and award Cimounts for EY20J)5.,
retYJIl toJQ9
Will my library still be able to charge non-resident fees?
Yes. Loan Star Libraries does not force libraries to eliminate non-
resident fees. It does encourage libraries to drop their fees by offering
incentives to do so. Eligible libraries who drop their fees receive a
higher level of funding from Loan Star Libraries.
How many Texas Public Libraries have dropped Non-Resident
Fees and/or joined the TexShare Card Program since the Loan
Star Library Program Began?
FY'02 FY'03 FY'04 FY'05
Public Libraries Dropping 71 7 2 7
Non-Resident Fees
Public Libraries Not
Charging Non-Resident 397 412 421 422
Fees
Public Libraries Charging 120 113 111 113
Non-Resident Fees
Public Libraries Joining the 128 327 351 362
TexShare Card Program
Total Eligible Loan Star 517 525 532 535
Libraries
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What will my library do with its grant?
State aid can be used for any public library operating expenses,
including the expansion and improvement of existing public library
services and programs and the establishment of new services and
programs. State aid cannot be used for the purchase or construction
of a library building or library quarters.
Libraries are encouraged to use the funds for highly visible programs
that will bring the greatest benefit to the community and the greatest
attention to resources available at the library. Libraries should be able
to document the impact their awards have had on their communities.
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What does my library have to do to remain eligible for Loan Star
Libraries funding?
To continue to receive funds from Loan Star Libraries, libraries must
maintain the Minimum Stall(tard~ for Accreditation Qf PUblic
LibrariesJn tlw Sta.te Lib.mt'Y-Sy~tem as set forth in the Library
Systems Act. Libraries must also accurately fulfill the reporting
requirements each year.
r~tu rn toJ.9...Q
http://www.tsl.state.tx.us/ld/funding/loanstar/faq .html
3/31/2005
Loan Star Libraries - Texas State Library
Page 5 of?
Will my city or county be able to reduce its funding support of
my library when my library receives Loan Star Libraries funding?
Funds appropriated for the Loan Star Libraries Program are intended
to supplement, not replace, local funding received by the library. State
funds are also not intended to replace funds provided through
interlocal agreements between jurisdictions for the provision of library
service by one jurisdiction to residents of another.
Since three-quarters of the appropriation for Loan Star Libraries will
be allocated as a match on local expenditures, the more local money
spent on library services, the higher the state aid amounts earned.
Conversely, if local library expenditures decrease, the state aid
amount would also decrease proportionately. Libraries must maintain
a certain level of local expenditures to meet the minimum standards
for accreditation of public libraries, and therefore stay eligible to
receive state aid.
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What is the future of Loan Star Libraries?
Loan Star Libraries is dependent on the Texas Legislature for
continued funding. The Texas State Library and Archives Commission
is committed to improving Texas library services and recognizes the
potential within the program to make a difference for Texas
communities. The State Library is looking forward to working with the
library community to expand and improve the program in the future.
return toto!).
Additional Questions of Interest to Librarians
What does "serving non-residents" mean in the Loan Star
Libraries program?
"Serving non-residents" means that a library offers free library
services to Texas residents on the same basis that it offers services
to resident customers. The Loan Star Libraries program does not
cover out-of-state customers.
r.eturn tQtop
What is the difference between dropping non-resident fees and
the TexShare Card program?
Libraries that drop non-resident fees offer the same free service to
Texas residents as it offers to resident customers. The TexShare
Card program allows a library to set different limits for TexShare
cardholders than the limits set for resident customers. Libraries must
participate in the TexShare Card program in order to honor TexShare
Cards. Le~rn more about the.TexSh.are Cj!!"d program.
returnJo tQP
The grant formula seems complicated based on the amount of
money appropriated for the program. Why is that?
The formula was created to reward jursidictions for spending local
resources on their public libraries. It includes a strong incentive for
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3/31/2005
Loan Star Libraries - Texas State Library
Page 6 of7
local jurisdictions to increase their library funding over time. In
addition, the formula encourages public libraries to extend services
free of charge to those living outside their legal areas of service.
The formula seems complicated during the first two years of the
program because the money appropriated for the program was
significantly less than what had been requested. The Texas State
Library and Archives Commission believes the formula is sound and
hopes to grow the program over time so that individual grants will
increase.
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What deadlines are associated with Loan Star Libraries?
View important dat~..s for FY2005.
How much money did other libraries receive?
View the list of Loan Star Libraries grant.ees and award amoLJo.t~
for fiscal year 2005.
What kind of reports willi have to submit, and how often?
The State Library is still preparing reporting guidelines for the
program. Libraries will be accountable for the funds they receive and
will have to submit both financial and performance reports. The State
Library will make every effort to simplify the reporting process, and
staff will be on hand to answer questions and provide guidance.
The grant my library is receiving is small. How can we best use
the funds to show impact within the community?
The Texas State Library recognizes that most of the initial grants are
not substantial enough to plan and deliver any major additions to
service. However, even the smallest grant can be used to improve
library services in such a way that its positive impact can be
measured within the community.
For example, if your library is interested in using the funds to enhance
the collection, consider targeting specific parts of the collection that
may assist specific segments of your population, such as literacy or
ESL materials, Spanish language materials, or large print books.
Think about the direct aid expenditures in a programmatic way rather
than as a part of a line item in your budget. By doing this, it will be
easier to document impact within the community.
retYJll to top
Who should I contact for additional information about the
program?
Wendy Clark
Manager, Loan Star Libraries Program
Library Development Division
Texas State Library and Archives Commission
PO Box 12927
Austin, TX 78711
512-463-5475 or 1-800-252-9386
Email Wendy
http://www.tsl.state.tx.us/ld/funding/loanstar/faq .html
3/31/2005
CITY OF COLLEYVILLE
FY 2006 BUDGET SCHEDULE
Tuesday, February 1
City Council reviews Proposed FY2006 Budget Schedule
Tuesday February 8 (9am)
Budget Adjustment Form (BAF) Feedback Session with FY2005
BAF Committee
Tuesday, March 8 (6pm)
City Council Budget Worksession - Review FY2005 Budget and
Work Initiatives and discuss FY2006 Council goals
Thursday, March 10
Review Budget Calendar dates with City Council candidates
Thursday, March 10 (9am/1pm)
& Friday, March 11 (9am/1 pm)
Budget/BAF Kickoff Meetings - Base budgets and BAF's
distributed
Friday, March 25
Personnel reclassification requests due to Human Resources
(HR)
Friday, April 8
Personnel BAF requests due to HR
Friday, April 29
Human Resources distributes update salary and benefits costs
for personnel BAFs
Friday, May 6
BAF's and Agency Requests due to Assistant City Manager
Base Budgets due to Financial Analyst
Goals, Objectives and Service Delivery Measures due to
Assistant to the City Manager
Revenue Detail Sheets and Vehicle/Equipment Replacement
Requests due to Finance Director
Tuesday, May 10-
Thursday, May 12
Base Budget presentations to Budget Committee
Friday, May 13
Tarrant Appraisal District releases preliminary appraisal
information
Monday, May 16
Finance Director completes preliminary revenue estimates
Friday, May 20 (9am)
Thursday, May 26 (6pm) &
Friday, May 27 (1 pm)
New City Council Orientation
City Council Planning & Budget Worksession - Review FY2006
Budget and Council Work Initiatives
Thursday, June 2 (8am)
FY2006 BAF Ranking Workshop
Tuesday, June 14
Budget Committee's preliminary budget due to City Manager
Updated: 3/30/2005
Thursday, June 16
Friday, July 1
Friday, July 8
Friday, July 15
Monday, July 25
Wednesday, July 27
Friday, July 29
Thursday, August 4 (6pm) &
Friday, August 5 (1 pm)
Saturday, August 13 (9am)
Tuesday, August 16 (6pm)
Thursday, August 18 (6pm) &
Friday, August 19 (1 pm)
Tuesday, September 6
Tuesday, September 20
Friday, January 6
Updated: 3/30/2005
CITY OF COLLEYVILLE
FY 2006 BUDGET SCHEDULE
City Manager and Budget Committee review preliminary budget
Departments receive City Manager decisions
Budget appeals due to City Manager
Departments receive final City Manager decisions
Tarrant Appraisal District releases Certified Tax Roll
Proposed Budget prepared for distribution
City Manager's Proposed Budget distributed to City Council
City Council Budget Worksession
Community Budget Education Day
City Council discussion of FY2006 Budget
City Council Budget Worksession (as needed)
Budget and tax rate ordinances - First Reading and public
hearing
Budget and tax rate ordinances - Second Reading, public
hearing and adoption
Budgets prepared for distribution
2